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DEADLINE TO APPLY: Apply by October 2, 2024

THE POSITION:

The ideal candidate for the Senior Secretary position in the City Clerk's Office will be a highly organized and detail-oriented individual, capable of handling a wide range of administrative and clerical duties. They should possess excellent communication skills, both written and verbal, to efficiently interact with members of the public, City officials, and other departments. Strong proficiency in office software, including word processing and spreadsheets, is essential for this role. The candidate will also need to demonstrate a deep understanding of record-keeping and be able to maintain confidentiality with sensitive information. Familiarity with the City's legislative process, Municipal Code, and Public Records Act is a plus. Additionally, the ideal candidate should be a proactive problem solver, with the ability to prioritize tasks and manage multiple projects simultaneously. Experience in taking minutes for a public body and interacting with members of the public is highly desirable.

The Senior Secretary position is a City-wide classification utilized in many departments. The current vacancy is in the City Clerk's Office; however, this list will also be used as vacancies open in other City departments.
 

 

Essential Duties

What you will do: 
Duties may include but are not limited to the following:

• Relieve supervisor or other department staff of administrative support service functions; utilize independent judgement and initiative.
• Act as interdepartmental liaison relating to administrative or project support functions for the office and for compliance with city regulations and practices relating to those functions.
• Perform administrative clerical duties related to area of assignment such as rent review, automated inventory systems or plan review.
• Interpret, apply and explain polices and procedures related to area of assignment; determine eligibility of participation by individuals requesting services related to area of assignment.
• Prepare correspondence and supporting documentation relating to area of assignment; maintain accurate records and files of program activities.
• Plan, assign and review the work of assigned clerical  personnel including providing input on performance evaluations.
• Respond to public inquiries, both on the telephone and in person, and refer to appropriate staff member for more specific information as appropriate; exhibit familiarity with functions of the city.
• Assist in preparing procedures, operating manuals, written material, budgets, forms, charts and/or other documents for internal or external distribution.
• Act as information source to inquiries not requiring the supervisor's attention and otherwise assist in representing the department by telephone and in person.
• Type letters, reports, memoranda and other documents relating to the department or division which may include contracts, proposals, technical documents, statistical and/or special forms, budgets, and charts.
• Compose routine correspondence and memoranda; proofread for accuracy, correct form, content and proper English usage.          
• Collect information from a variety of documents pertinent to assigned department or functional area of responsibility; compile data for reports; prepare routine reports as required.
• Maintain and monitor records and files; follow up on due dates; perform other monitoring functions to ensure timely completion of work.
• May make appointments for staff and maintain daily  calendars; may arrange meetings and conferences for supervisor and/or other administrative staff; prepare material and handle transportation when necessary.
• Perform related duties as assigned.

Link to full job description: Senior Secretary


CORE COMPETENCIES  

Knowledge of:  

• English usage, spelling, grammar, and punctuation.
• Modern office methods, practices, procedures and computer equipment.
• Filing and record keeping systems.
• Business letter and report writing.

Ability to: 

• Understand the organization and operations of the city and of outside agencies as necessary to assume assigned responsibilities.
• Communicate clearly and concisely, both orally and in writing.
• Organize duties and determine priorities in order to meet assigned deadlines.
• Interpret, explain and apply operating policy, rules and procedures of assigned department.
• Establish and maintain basic financial records; make mathematical computations.
• Compile and maintain complex and extensive records and files.
• Type accurately at 50 words per minute.
• Operate a variety of office machines and computer equipment.
• Establish and maintain effective work relationships with those contacted in the course of work.

JOB RELATED AND ESSENTIAL QUALIFICATIONS  

 

Minimum Qualifications

You have: 
 Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:

Experience: Three (3) years of increasingly responsible secretarial and clerical work. 

Education: Equivalent of the completion of the twelfth (12th) grade.

Supplemental Information

BENEFITS AND REWARDS:

Depending on employee group, some of these benefits may include:

• Alternative Work Schedule and/or Telecommuting 
• Vacation - 80 hours minimum
• 14.5 Paid Holidays
• Generous employer contribution for Health, Dental and Vision coverage
• CalPERS Defined Benefit Retirement Plan (2.5% at 55 for Classic CalPERS members | 2.0% at 62 for New CalPERS members | 3.0% at 50 for Classic Safety members | 2.7% at 57 for New Safety Members) - No Social Security participation.
• Life and Disability Insurance and Paid Leave
• Flexible Spending Accounts
• Tuition Reimbursement
• Health and Wellness Reimbursement
• Professional Development Reimbursement
• 457 Deferred Compensation Plan (employee paid)

 

SELECTION PROCEDURE

Apply - submit a completed City of Hayward job application, license, and responses to the Supplemental Questionnaire, which fully describe the nature of their professional experience and qualifications.

Application Review - 

A. Minimum qualifications

B. Completion of the supplemental questionnaire 
C. Typing Examination

D. Written Examination

The rating of the supplemental questions may determine application status and/or rank on the eligible list. Applications submitted without all required materials will not be considered.

Job Related Testing -

 

Typing Examination - Tentatively Scheduled for Mid October

Written Examination - Tentatively Scheduled for the Week of October 14, 2024

The examination process will result in a ranked eligible register of candidates for hiring consideration by the department derived from any of the exam processes mentioned above.

Department Interviews - Actual hire depends on success in the departmental selection process.  Include specific or approximate dates here.

Candidates under final consideration for employment with the City should expect to undergo an employment background/reference check that may include, but is not limited to: employment history verification, medical evaluation, confirmation of educational credentials and degrees, licenses including driver's license, registrations, certificates, and other credentials as part of the appointment process. Some positions, depending on the nature of the work, also require a credit check and a review of Summary Criminal History obtained from the State Department of Justice through Live Scan Fingerprinting.
Applicants will be notified electronically via Government Jobs as to their status in the selection process.  It is the responsibility of the applicant to ensure they can receive email notice from Neogov/Government Jobs and the City of Hayward.

  

The City of Hayward reserves the right to modify the selection process as necessary to conform to administrative or business necessity.

APPLICATIONSCandidates are encouraged to apply online at www.hayward-ca.gov under the Current Vacancies tab or at www.GovernmentJobs.com.  Paper applications can be obtained by visiting the Human Resources Department at Hayward City Hall located at 777 B Street, Hayward, CA  94541.  Office hours are Monday through Friday, 8 a.m. to 5 p.m. 

Apply prior to the closing time of the job announcement and allow at least one (1) hour to submit your application if you are a new user to the system.  Our on-line application system is provided by Government Jobs. If you have problems while applying online, please contact the Government Jobs Help Desk at  (855) 524-5627.
 

The City of Hayward is an Equal Opportunity Employer

The Bay Area Air Quality Management District (Air District) is a regional government agency, committed to achieving clean air to protect the public's health and the environment. The Air District accomplishes this goal through regulation of industrial facilities and various outreach and incentive programs designed to encourage clean air choices. The Air District's jurisdiction encompasses all of seven counties - Alameda, Contra Costa, Marin, San Francisco, San Mateo, Santa Clara and Napa, and portions of two others - southwestern Solano and southern Sonoma.

The Air District is conducting an open recruitment for the position of
Staff Specialist I/II
in the Community Engagement Office
. This is a full-time, represented position for one (1) vacancy.

The Community Engagement (CE) Office
engages the public in Air District programs and decision-making to improve air quality and promote public health and environmental justice. The CE Office seeks to engage and partner with communities overburdened by poor air pollution by increasing awareness of the role and authority of the Air District, fostering relationships, developing partnerships, co-developing engagement processes and providing equitable opportunities for participation in Air District decision-making. The Community Engagement Office strives to create opportunities for those that have been historically excluded, discriminated against, under-represented, or under-resourced.

About the Position:
Are you interested in reducing air pollution and improving health outcomes in the most impacted and overburdened communities in the Bay Area? Are you motivated to develop and implement plans, projects and policies that address air pollution injustices and inequities?
The AB617 Staff Specialist in the Community Engagement Division will support outreach, engagement and partnerships with
9/16/24, 8:13 AM Job Bulletin
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communities overburdened by air pollution to advance solutions towards equity and environmental justice. The responsibilities of the Staff Specialist may include, but are not limited to, being part of a team to co-develop a local community plan with environmental justice communities as part of the Air District's Community Health Protection Program(Assembly Bill 617). The person in this position may work on other Community Engagement and/or Environmental Justice projects, as assigned, such as Home Air Filtration Programs, community workshops and events, community grants, youth-oriented engagement projects, or other projects. The Staff Specialist will assist in coordinating efforts across inter-divisional teams and facilitate meetings with Air District staff and local community leaders and preparing meeting agendas.
This role also involves public speaking over virtual platforms as well as during in-person meetings. Staff Specialists often liaise with other divisions in the Air District to leverage data, resources, and other tools to support crafting and implementing strategies, developing power point presentations, and identifying new internal and external partners. The Staff Specialist may develop and implement public education workshops and is likely to work across inter-divisional teams. The Staff Specialist may write and design fact sheets, and/or draft FAQ and talking points for a variety of public and leadership meetings. The Staff Specialist may assist in drafting the scope of work for contracts along with tracking budgets for contracts. Typically, Staff Specialist duties also include drafting memos and PowerPoint presentations to executive staff and Board of Directors related to procurement, program budgets, and programmatic updates

Definition

Under direction, performs a variety of responsible administrative, technical and specialized functions in the areas of incentives, contracts, business services, finance, budget, and facility management; and performs related work as assigned.

Distinguishing Characteristics

Staff Specialist I is the entry level in this series. Initially under close supervision, incumbents learn District, state and federal procedures and policies while performing the more routine technical duties. As experience is gained, assignments become more diversified and are performed with less supervision. This class is alternately staffed with Staff Specialist II and incumbents may advance to the higher level classification after gaining experience and demonstrating proficiency which meet the qualifications of the higher level class.
Staff Specialist II is the journey level class of this series, fully-proficient to perform difficult and technical work. Incumbents are expected to exercise independent judgment.
This class is distinguished from Senior Staff Specialist in that the latter is responsible for more complex work and may perform lead duties.
Examples of Duties for this Position
(Illustrative Only)
Reviews, analyzes, and administers a variety of grants, contracts, and other agreements in support of District activities; monitors expenditures and charges against agreements; prepares fiscal status reports for management and prepares cost analyses.
Coordinates and facilitates workshops, meetings, and trainings on the technical application and interpretation of District programs, regulations and rules; creates PowerPoint presentations, prepares talking points, and develops supporting technical materials.
Prepares and presents staff reports to the District's Board of Directors, and/or sub-committees; conducts research and prepares and presents reports as assigned.
Provides routine outreach and communication on behalf of the District with industry, the public and other agencies to obtain and disseminate technical and operational information.
Prepares and responds to correspondence directed toward public and private organizations relative to programs; responds
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to oral and written requests for information about programs.
Participates and assists in the development of policies and guidelines for assigned programs.
Researches technical feasibility and control proposals for new or revised programs; Develops and applies quality control and assurance measures to ensure the effectiveness of programs and appropriate application of methods in accordance with District policies, rules, and regulations.
Prepares Requests for Proposal (RFPs) and Requests for Quotations (RFQs); prepares contract documents and other agreements using standard District procedures; and reviews contract terms and conditions.
Maintains computer databases and program records.
Assists in internal and external audits for programs and physical inspections to ensure compliance with program requirements.
Explains and interprets technical policies, rules and regulations regarding programs; gathers and prepares background information.
Performs other duties as assigned.

Join an agency committed to creating a healthy breathing environment for every Bay Area resident while protecting andimproving public health, air quality, and the global climate!

Bay Area Air Quality Management District (Air District) is a regional government agency, committed to achieving clean air to protect the public's health and the environment. The Air District accomplishes this goal through regulation of industrial facilities and various outreach and incentive programs designed to encourage clean air choices. The Air District's jurisdiction encompasses all of seven counties - Alameda, Contra Costa, Marin, San Francisco, San Mateo, Santa Clara and Napa, and portions of two others - southwestern Solano and southern Sonoma.

At the Air District, we take pride in our commitment to fostering a workplace that values diversity and promotes cultural awareness. We prioritize employee engagement by providing a collaborative and inclusive environment that encourages active participation and open dialogue. Additionally, we believe in pay equity and strive to create an equitable compensation structure. With a strong emphasis on work-life balance, we understand the importance of supporting our employees' well-being both inside and outside the workplace. Join us in a dynamic and inclusive culture where your contributions are celebrated and your growth is nurtured. 

The Air District is currently accepting applications for the position of Staff Specialist I/II in the Strategic Incentives Division (SI) Division. This is an open recruitment for two (2) full-time, represented position.
The position will be assigned to one of the Division's four sections: Operations, On-Road, Off-Road, or Ports, Freight & Marine.

The Position

The Town of Atherton invites you to apply for the position of Front Desk Receptionist / Clerk for the City Manager’s Office. The position requires an individual to provide responsible professional, administrative, and technical assistance to support the City Manager’s Office which includes City Clerk functions. The individual will provide administrative support and general reception for the Town Hall. The administrative functions include, but are not limited to, supporting activities to promote and prepare for Town meetings, processing applications for permits, customer service and public interaction related to Town programs and services, special projects based on needs; and assisting in office management functions.

Typical duties include, but are not limited to:

• Assist in providing support for community events that will include assistance with public engagement, planning, and outreach.
• Assist with preparing public meeting agenda packages and materials.
• Maintain files and filing systems in accordance with departmental policies and procedures.
• Provides support with calculating, preparing, issuing and/or submitting bills invoices, and other payment records for services.
• Provides general administrative support to the City Manager’s Office that may include drafting and maintaining departmental records, tracking and filing Town contracts.

The position will occasionally back up the City Clerk at evening meetings.

Town of Atherton Job Application - Click Here. 

Is your passion helping people and organizations? Do you have a proven track record of excellence in the Human Resources field? Are you interested in helping to drive culture and create an innovative and engaged workforce within a growing community?

The City of Newark is now recruiting for a Human Resources Technician. The Human Resources Technician is often responsible for first impressions of the City to potential job candidates, employees, and the general public. They are responsible for providing accurate and timely information and are expected to wow our employees and other customers with exemplary personal service. Technicians support all of the Human Resources functions, including recruitment and selection, employee engagement, employee development, workers' compensation, benefits, performance management, talent acquisition, employee relations, and classification and compensation. While working as a generalist in all areas, they can also specialize in a few areas that match their skills, passion, and professional growth interests.

Any combination of education and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Experience:

• Three (3) years of progressively responsible human resources technical or administrative work.

Training:

• Possession of a high school diploma or equivalent. College-level course work is desirable. 

License and Certificate:

Possession of a valid driver license and a satisfactory driving record throughout employment.

The City of Berkeley invites you to apply for the position of Assistant to the City Attorney! In this role, you will provide highly responsible and specialized administrative and analytical and support within the City Attorney’s Office. You'll perform sensitive, complex, and difficult analytical work as a member of the City Attorney’s staff, including providing analytical support on issues that have significant city or community implications.

Duties may include budget preparation and administration, contract negotiation and administration, and policy research and analysis. You may also provide more routine administrative support to the City Attorney as needed.

The Assistant to the City Attorney has considerable latitude to exercise independent judgment, particularly when representing the City Attorney’s Office in meetings with other agencies, boards, commissions, and community groups.

MINIMUM QUALIFICATIONS

A typical way of gaining the knowledge, skills, and abilities for this classification is:
Equivalent to graduation from an accredited college or university with major course work in business administration, public administration, or related field and four (4) years of increasingly responsible analytical experience that included the development and administration of programs. Government experience desirable.

Must be willing and able to attend evening meetings. Specified positions may require possession of a valid California driver's license and a satisfactory driving record.

APPLICATION PROCESS

Applicants must submit a completed application and responses to the supplemental questionnaire. Please note that resumes are not a substitute for a completed application.

Applications are available in alternative formats (audio-format, braille, large print, electronic text, etc.) upon request to ada@berkeleyca.gov. Please allow 10 days for production of the material in an alternative format.

EXAM PROCESS

The exam process will include, but may not be limited to:

• Application review for minimum qualifications
• Oral Board Interview (week of October 28, 2024)

Tests may consist of any combination of written, oral or other exercises or assessment procedures that test content and may include, but are not necessarily limited to, typing, math, reading, writing and analytical skills; problem solving ability; computer and software proficiency, or any other job-related knowledge, skill, ability or qualification. The City may, without notice, change or eliminate any assessment component as needs dictate. Applicants passing all examination phases will have their names placed on an employment eligible list that hiring departments will use to conduct final selection interviews tentatively scheduled for mid-November 2024.

Reasonable Accommodations: The City is committed to making reasonable accommodations in the examination process and in the work environment. Individuals requesting reasonable accommodations in the examination process must submit a request in writing to hr@berkeleyca.gov at the time of application.

The City of San Mateo Parks and Recreation Department is looking for a highly qualified Senior Program Assistant

Why Join our Department?

The City of San Mateo is a very progressive City that encourages staff and resident engagement to develop positive solutions that meet the demands of our community.

The Parks and Recreation Department provides a full spectrum of services to the San Mateo community including park and landscape maintenance, street and park tree maintenance, park planning and design and a full range of recreational opportunities. There are 32 fully developed parks, 6 community recreation centers, 2 aquatic facilities and an 18-hole golf course.  San Mateo’s park system ranges from small, neighborhood playgrounds to regional parks such as the Shoreline Parks and Laurelwood/Sugarloaf Open Space along with numerous community parks, medians and landscaped islands.  Features unique to San Mateo include an award winning one-acre Japanese Garden, historic Central Park, two community gardens, six dog parks and four bocce courts.  The Department employs more than 60 full-time employees and approximately 250 part-time employees. The Department is committed to its mission of creating community through people, parks and programs.

Collaboration, Innovation, Respect, Creativity, Transparency and Informed Risk-taking are attributes that we are seeking in the candidates.

Look to some of the reasons why the City of San Mateo is a great place to work,https://youtu.be/XNAF7GZUNl8?list=PL3QUX6-y-89-D28g895DzvObmoD89Dqdn

What You'll Do

The Senior Program Assistant performs a variety of complex clerical and technical functions in support of programs at the assigned facility.  Depending upon assignment, duties may include, but are not limited to, the following:

• Coordinate a variety of tasks associated with the delivery of services under programs at the assigned facility.
• Coordinate facility booking, scheduling and rental processes.
• Assist in providing for the safety, maintenance and security of program participants, staff, equipment and facilities.
• Act as liaison with program and managerial staff, community groups and program participants.
• Directly participate in, and monitor the work of staff assigned to, the program registration process.
• Process transactions in support of department programs which entail: substantial interaction with interested parties; knowledge of procedures and policies; and the accounting for payables and monies received.
• Provide information and assistance regarding department programs, policies and procedures to the general public, City personnel, vendors and contractors.
• Process forms, invoices and other documents in accordance with established procedures; and check for accuracy and completeness of entries, and for compliance with applicable City, statutory and other requirements.
• Compute and receive fees in accordance with department schedules and procedures, record revenue received and provide for the deposit of monies.
• May provide lead direction to other support staff.
• Enter data and information in the preparation of reports, correspondence, forms and other documents.
• Perform a variety of general clerical duties, including: filing; billing; recording information in office records; photocopying; processing of mail; and answering telephones.

For a complete list of duties and job requirements, reference our job specifications at www.cityofsanmateo.org

Join an agency committed to creating a healthy breathing environment for every Bay Area resident while protecting and improving public health, air quality, and the global climate!

The Bay Area Air Quality Management District (Air District) is a regional government agency, committed to achieving clean air to protect the public's health and the environment. The District accomplishes this goal through regulation of industrial facilities and various outreach and incentive programs designed to encourage clean air choices. The District's jurisdiction encompasses all of seven counties - Alameda, Contra Costa, Marin, San Francisco, San Mateo, Santa Clara and Napa, and portions of two others - southwestern Solano and southern Sonoma.

At the District, we take pride in our commitment to fostering a workplace that values diversity and promotes cultural awareness. We prioritize employee engagement by providing a collaborative and inclusive environment that encourages active participation and open dialogue. Additionally, we believe in pay equity and strive to create an equitable compensation structure. With a strong emphasis on work-life balance, we understand the importance of supporting our employees' well-being both inside and outside the workplace. Join us in a dynamic and inclusive culture where your contributions are celebrated, and your growth is nurtured.
 
The District is currently accepting applications for the position of Environmental Planner I/II in the Planning and Climate Protection Division. This is an open recruitment for one (1) full-time position.

The District may hire from this recruitment process to fill future vacancies occurring within the next 18 months.
 

About You in the Position 
Are you interested in reducing air pollution and improving health outcomes in the most impacted and overburdened communities in the Bay Area? Are you motivated to develop and implement plans, projects and policies that address air pollution injustices and inequities?

The AB 617 Environmental Planner I/II will join a high-performing and motivated team of professionals who work in deep partnership with overburdened communities most impacted by air pollution. You will assist in a wide variety of tasks to support the successful preparation and implementation of community-scale air quality plans in partnership with community members and partner organizations, and work to support communities and local governments determine how to best improve air quality and reduce health disparities while centering equity and addressing environmental justice. To be successful in this role, you must be a strong team player, have strong communication and analytical skills and be able to work with people of varied backgrounds and perspectives, including low-income communities of color and communities overburdened by air pollution. You will leverage your knowledge of land use, transportation, air quality, equity and environmental justice to gather, analyze, interpret, and visualize key data to support decision making.

Assembly Bill 617
Assembly Bill (AB) 617 (C. Garcia, Chapter 136, Statutes of 2017) was signed into law alongside Assembly Bill 398 which extended California’s cap-and-trade program for greenhouse gas emissions. AB 617 addresses environmental justice concerns regarding the extension of the cap-and-trade program by requiring the California Air Resources Board, with input from community groups, air districts and others, to select locations around the state to prepare community-led plans to reduce emissions of toxic air contaminants and criteria pollutants. Communities can also be selected to prepare community-led monitoring plans. The primary requirement for community selection is a demonstrated high cumulative exposure burden to air pollution and associated health disparities. In the Bay Area, and around the state, these communities are often low-income communities of color.

In 2017, West Oakland and Richmond were selected as the first communities to participate in the AB 617 program. Since then, East Oakland and Bayview Hunters Point/Southeast San Francisco communities have been added to the program. The Air District works closely with these communities to both develop and implement emission reduction and monitoring plans.
 

Definition
Under direction, performs professional environmental planning work, including conducting planning studies, environmental impact reviews, and transportation/air quality program activities; performs related work as assigned.
 

DISTINGUISHING CHARACTERISTICS

Environmental Planner I is the entry level class of this specialized professional planning series. Initially under close supervision, incumbents perform a wide range of professional planning duties while learning the more skilled and complex tasks associated with environmental planning and assessment. As experience is gained, duties become more diversified and are performed under more general supervision. This class is alternately staffed with Environmental Planner II and incumbents may advance to the higher level after gaining experience and demonstrating proficiency which meet the qualifications of the higher-level class.
 
Environmental Planner II is the journey level class in this specialized series, fully competent to perform a wide range of professional planning duties associated with air quality and environmental planning. This class is distinguished from Senior Environmental Planner in that the latter provides lead direction to environmental review staff as well as performs more complex and specialized work requiring considerable professional knowledge and the use of significant independent judgment and may provide lead direction for defined tasks.

Examples of Duties for this Position

EXAMPLES OF DUTIES (Illustrative Only)
 
Analyzes issues, prepares reports and recommendations relative to land use, regional development, transportation and related issues.

Receives and reviews environmental impact documents to determine the project's impact on air quality.

Responds to inquiries from local officials, consultants, and the public related to environmental planning issues.

Prepares a variety of written communications, including analytical reports, correspondences and drafts of environmental assessments; directs the preparation of these materials by outside consultants and staff.
 
Makes effective oral presentations or prepares materials for presentation to and utilization by the Board of Directors, District staff, consultants and community groups.
 
May act as liaison with other agencies, divisions and local government planning departments.

Consults with District engineers and technical staff relative to environmental quality documents and permit applications.

Interfaces with local, state and federal environmental control agencies and health departments regarding environmental planning issues.

Plans and conducts assigned research studies and prepares reports and recommendations regarding transportation/air quality programs.
Assists in developing and implementing transportation control measures.
 
Monitors compliance of city and county general plans with air quality district regulations and policies.
 
Assists in development of guidelines for assessing environmental impact of development projects and urban growth plans.
 
Prepares and/or reviews environmental reports to ensure compliance with federal and state regulations and legislation.
 
Administers and interprets District requirements; recommends alternatives or improvements to proposed plans to enhance compliance.
 
Prepares, reviews and edits environmental impact assessment documents as Lead Agency in accordance with relevant guidelines.
 
 Proposes study approaches, designs materials and monitors programs to ensure compliance with various environmental legislation and regulations.
 
 Prepares non-attainment area plans relating to assigned work.
 
Represents the District at meetings with the public, other public agencies and consulting firms.

DEFINITION

Perform a wide range of administrative and office support activities for the department and/or managers and supervisors to facilitate the efficient operation of the organization.  The incumbent should be organized, detail oriented, accurate and adept with various computer software.  Perform routine correspondence, field public inquiries, maintain departmental files consistent with the Town’s records retention policy; schedule appointments and meetings, procure supplies, assist with data entry and provide support related to the review, production, and distribution of staff reports.  

SUPERVISION RECEIVED AND EXERCISED

Receives direction from assigned management personnel. May exercise technical supervision over other clerical positions.

ESSENTIAL JOB DUTIES

Essential duties may include, but are not limited to the following:

• Perform administrative support to the Development Services Department, calendar management, formatting, copying, collating, compiling, binding and distributing simple and complex reports
• Author, type, format and edit letters, memoranda, staff reports, marketing materials, and public notifications and other documents.
• Administrative Support for Development Services Committees and Commissions.
• Compile and maintain complex, extensive paper, and electronic records, reports and files; act as a resource for other employees on the material in files and records maintained or processed.
• Assist with analysis as needed such as entering data and creating charts in Excel spreadsheets or entering data in the enterprise-wide financial software.
• Order and maintain office supply inventories and ensure office equipment in working order.
• Determine and manage priorities for multiple tasks to meet assigned deadlines.
• Open, sort and distribute incoming correspondence or mail.
• Schedule and coordinate meetings as required.
• Work cooperatively with other departments, outside agencies, and the public
• Assist in the authoring, editing, compilation and mailing of public notifications
• Provide administrative support in the updating, review and editing of marketing and outreach materials for the Development Services Department.
• Maintain professional appearance of departmental common areas.
• Understand the organization and operations of assigned department and Town as necessary to carry out responsibilities
• Understand and apply operating rules and procedures of department and Town
• Performs duties within OSHA standards
• Other duties as assigned

QUALIFICATIONS

Knowledge of:           

• Proficient knowledge of Adobe Acrobat and MS Office including Outlook, Word, Excel, PowerPoint, and Access.
• Working knowledge of enterprise-wide financial software preferred
• Bookkeeping principles and procedures; business mathematics
• Strong command of English language; spelling, grammar, and punctuation
• Type accurately at 45 words per minute

Ability to:      

• Communicate clearly and effectively in both oral and written form
• Understand and follow a variety of oral and written instructions with minimal supervision
• Apply operating rules and procedures of assigned department
• Establish and maintain effective work relationships with colleagues
• Maintain financial records and general filing systems
• Understand and perform routine accounting procedures
• Be proficient with and able to assimilate upgrades to a variety of computer software programs; operate standard office equipment and machines.
• Manage multiple tasks, meet deadlines and work under time constraints
• Consistently perform accurate, detailed work

EXPERIENCE AND EDUCATION

Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience:

Four years (4) of experience performing duties comparable to those of an Office Assistant, including one year of standard bookkeeping duties.

OR

Two years (2) of experience performing standard clerical duties, including usage of Microsoft Office Suite.

Education:     

The equivalent of the successful completion of twelfth grade; college degree preferred.

DEFINITION

Under general supervision, provides a variety of office support activities including customer service, telephone and counter reception, document processing, record keeping, data entry and organization, cashiering, and filing; provides information and assistance to staff and the general public; and performs related work as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from assigned supervisory or management staff. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS

Initially, under close supervision, incumbents learn and perform general office support work such as customer service at the front counter and over the phone, file and records maintenance, data entry, and screening phone calls, visitors, and mail, and directing questions to the appropriate staff. As experience is gained, assignments become more varied, complex, and difficult; and positions exercise judgment and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. This class is distinguished from the Administrative Assistant in that the latter performs more advanced technical and specialized administrative support duties requiring additional training and/or experience and is typically assigned to provide administrative assistance in support of a division manager or department head.

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

 Provides front-line customer service support by greeting customers at the front desk or by telephone.

 Responds and provides information to customer inquiries and complaints or refers customers to other departments, agencies, and community groups, as appropriate; researches identifies potential causes, and provides recommendations for the resolution; and represents the Town to callers and visitors in a professional and customer-friendly manner. 

 Prepares, copies, collates, and distributes a variety of documents; ensures proper filing of copies in Town files.

 Maintains accurate and detailed databases, files, and records, verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules.

 Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental policies and procedures in determining completeness of applications, records, and files.

 Assembles information for the completion of forms or preparation of reports.

 Receives and routes correspondence, mail, work orders, and related information and documents to appropriate staff.

 Receives, processes, and assists in responding to general department emails and public records requests and other requests for information; organizes information; ensures compliance with legal and regulatory requirements.

 Composes, types, formats, and proofreads a variety of documents, including correspondence, letters, memos, agendas, reports, lists, forms, schedules, flyers, event materials, and reports.

 Performs a variety of office support duties such as maintaining websites; scheduling meetings, conferences, and trainings; coordinating food and logistics for meetings; and ordering and maintaining office and other related supplies.

 Performs various accounting support work such as processing, reconciling, and verifying cash and monies received; and processing purchase orders, invoices, payment vouchers, check requests, and reimbursements.

 Performs related duties as assigned.